What data should an AI agent capture on every call?
Every AI call should capture the outcome (connected, no answer, voicemail, wrong number), the answers to your qualification questions, the agreed next step and its date, any objection or unanswered question, and a do-not-call flag. Recording, transcript, summary and sentiment come on top. Define these as structured fields rather than free text, so your CRM can sort and route leads without anyone listening to calls.
A starter field list
| Field | Example values | Why |
|---|---|---|
| Outcome | Connected, no answer, voicemail, wrong number | Retry and reporting decisions |
| Interest level | Hot, warm, cold, not interested | Who your team calls first |
| Qualification answers | Budget band, timeline, location | Routing and prioritisation |
| Next step | Site visit booked, demo booked, call back | Nothing falls through |
| Next step date and time | Saturday 11 am | Calendar and reminders |
| Objection | Price, timing, already bought | Fixing the offer or targeting |
| Open question | Asked about parking charges | Callback and knowledge updates |
| Needs a person | Yes, with reason | Fast human follow-up |
| Do not call | Yes or no | Respecting the person and the rules |
Structured beats free text
A summary that says ‘customer seemed interested in maybe a 3BHK, budget around 80–90’ is useful to read and useless to filter. A field that says ‘3BHK’ and another that says ‘₹75 lakh–₹1 crore’ can be sorted, counted and routed automatically. Keep the summary for context; use fields for decisions.
Keep the list short
Every field is something the agent must ask or infer. Eight to ten fields is plenty for most calls. If nobody in your team uses a field within a month, delete it.
Where it should go
- —Into your CRM against the lead record, so the next person sees the history.
- —Into an alert for hot leads and ‘needs a person’ flags.
- —Into a weekly report by lead source and campaign.
Name values the same way everywhere
Agree one spelling for every value — ‘Site visit booked’, not three variations of it — and use the same list in your CRM. Consistent values are what make a month-end report take five minutes instead of an afternoon of cleaning spreadsheets.
Every call produces a recording, full transcript, summary, sentiment and the custom fields you asked for. They appear in the dashboard — call logs, leads database, analytics and CSV export — and go to your webhook on every call, on completed calls only, or on voicemail only.
Want to hear an AI voice agent handle this on a real call?